MINIMUM QUALIFICATIONS

Bachelor’s degree in Records Management, Business Administration, Public Administration, or closely related field; supplemented by three (3) years previous experience and/or training that includes Clerk’s Office operations, management of official records, office management, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain valid Certified Municipal Clerk (CMC) certification or actively pursuing certification and provide monthly status updates.. Must possess and maintain valid Notary Public certification by State of Florida.

PURPOSE OF CLASSIFICATION

The purpose of this classification is to manage and coordinate functions of the Town Clerk’s Office.

THE FOLLOWING DUTIES ARE NORMAL FOR THIS POSITION. THE OMISSION OF SPECIFIC STATEMENTS OF THE DUTIES DOES NOT EXCLUDE THEM FROM THE CLASSIFICATION IF THE WORK IS SIMILAR, RELATED, OR A LOGICAL ASSIGNMENT FOR THIS CLASSIFICATION. OTHER DUTIES MAY BE REQUIRED AND ASSIGNED.

Secretarial/General:
1. Prepares agendas and packets for Town Council meetings; records and transcribes minutes of Town Council meetings; distributes documentation to Council members, staff members, the public, or others as appropriate.
2. Performs customer service functions; provides assistance and information related to Town/department activities, boards/committees, documentation, procedures, fees, or other issues; responds to routine questions or complaints; initiates problem resolution.
3. Researches code books, imaging system records, meeting minutes, or other resources as needed; prepare chronologies for projects.
4. Maintains Code books; orders municipal code books and supplements as needed.
5. Updates resolution and ordinance lists; maintains current lists of committee/board members.
6. Updates information in Town Hall and on the Town sign.
7. Handles municipal correspondence, both incoming and outgoing, as directed or as requested by the Town Council.
8. Advertises Council notices, bids, or other advertisements in local newspapers; maintains advertising records for proof of publication.
9. Coordinates the signing of documents and contracts; certifies and notarizes legal documents as
needed; certifies tax rolls; administers exparte communications and oaths of office for police officers.
10. Processes, records, and files ordinances, resolutions, notices, and bids.
11. Performs liaison work between the public and Town Council as may be directed.
12. Administers and records oaths of office; prepares and maintains custody of all official Town records and files; maintains custody of the municipal seal.
13. Attests to official documents.
14. Maintain receipt of service and legal documents.
Election:
1. Certifies vacancies existing on a local level; maintains receipts of any and all petitions, initiative or otherwise; exercises quasi-judicial authority in determining the validity of petitions according to city code or statutes.
2.Assists in coordinating municipal elections; assists in hiring poll workers; assists in coordinating and certifying election results.
3. Provides layout of local ballot for all elections and has ballots printed; furnishes materials for local elections; publishes results and maintains a receipt of election results.
Financial:
1. Oversees accounts payable; codes invoices, enters and creates checks.
2. Handles all revenues, coding and makes bank deposits.
3. Follows Town purchasing policy.
4. Verifies time sheets, maintains all payroll related personnel records, prepares all related reports; handles Workman’s Compensation reports.
5. Develops the budget and works with the Town Council through workshops to develop annual Final Budget.
6. Prepares bank reconciliations.
7. Handles all TRIM correspondence and reports to the Property Appraiser, Tax Collector and the State.
8. Assists the Auditor in providing information for the annual audit.
9. Maintains all required financial records.
Planning and Zoning:
1. Receives and reviews applications for any type of development; assists applicants and provide applicants with information; distributes copies of applications to Planner, Engineer, and Attorney.
2. Schedules Planning and Zoning Meetings; prepares any and all legal ads relating to Planning and Zoning; prepares signs for posting on properties subject to possible rezoning; handles all communications between parties.
3. Attends Planning & Zoning meetings, records and produces minutes for approval.
4. Records any necessary documentation and plats after completion of development process.
5. Provides Land Development Regulations information to the Public.
Human Resources:
I. Maintains personnel files; oversees Town health insurance program.
2. Assists employees with personnel questions; handles Family Medical Leave Act applications.
State Reports:
1. Oversees State Sales Surtax, Annual Local Highway Finance, State Revenue Sharing, Annual Mileage, Ethics Commission, and Florida League of Cities reports.
2. Submits current population figures to state.
Code Enforcement:
1. Receives complaints when necessary and directs to the Town Code Enforcement Officer.
2. Schedules and posts meeting notices.
3. Attends Special Magistrate meetings, records and produces minutes, receives evidence and returns files.
Building Permits:
1. Oversees the building permit applications process, to include providing the right forms for each type of permit, assuring the applications are correctly filled out, and have the supportive documentation necessary; transmits applications to the Town Building Inspector for approval.
2. Issues Building permits to applicants, faxes required inspections sheets to Building Permit Firm.
3. Deposits Building permit fees in Building Inspection Account and at the end of each month verify and pay invoices from Building Permit Firm.
Cemetery:
1. Maintains Cemetery records.
2. Issues letters of receipt for plot purchases.
3. Directs funeral homes to proper person for information.
4. Maintains map of cemetery plots.
CDBG Grant:
1. Gathers information, meets with residents and Town Council to discuss expenditure of grant.
2. Prepares, gets approval and submits application of grant.
3. After approval, generates bids purchase equipment or contract for services.
4. Handles all necessary reports.
5. Prepares documentation for site visits as well as monitoring visits throughout the project.
Information Technology:
I. Responsible for maintaining the information systems, back-ups and keeping the systems up to date.
2. Responsible for maintaining the Town website.
3. Responsible for recommending updates to the Town’s information technology.
Miscellaneous:
1. Handles and distributes mail, email, and messages.
2. Manages Town Hall Office.
3. Orders office supplies for the Town (Police, Public Works).
4. Provides necessary assistance to the Town Council, and Boards.
5. Prepares for and attends workshops, records such and follows through of recommended items.
6. Manages any other special projects that are created by the Town Council. Provide assistance to Council members.